Auxiliary Programs Corporation

Transcription

1 Auxiliary Programs Corporation Board of Directors Meeting Quarterly Meeting Agenda Wednesday, November 30, :30 p.m. Captain s Room, B South College Drive, Santa Maria, CA 93454

2 Auxiliary Programs Corporation Board of Directors Quarterly Meeting Wednesday, November 30, :30 p.m. Captain s Room, B-102 Agenda Page Est. Time 1. Call to Order 2:30 PM 2. Public Comment Public comment not pertaining to specific agenda items is welcome under public comment. Testimony on specific agenda items will be welcome after the discussion of the item by the Board of Directors. When public testimony is completed regarding a specific agenda item, the discussion is then closed for public comment and will be confined to board members only. This practice is in accordance with laws governing Board of Directors public meetings. 3. Action Items 2:35 PM 3.a. 3.b. 3.c. Approval of Minutes A recommendation to approve the minutes of the August 16, 2016 regular quarterly meeting. Acceptance of Cash Donations of $500 or Greater to PCPA A recommendation to approve donations of $500 or greater to PCPA for the period of August 1, 2016 through October 31, PCPA Public Relations/Advertising Report of Promotions and Sponsorships of $500 or Greater A recommendation to approve the quarterly PCPA public relations/advertising expenses/in-kind trade and cash sponsorships of $500 or greater for the period of August 1, 2016 through October 31,

3 2 Page Est. Time 4. Information Items 3:00 PM 4.a. 4.b. Financial Report for Auxiliary Programs A report on year-to-date financial data and the resulting impact on fund balances for the Associated Student Body fund, PCPA fund and Student Clubs Agency fund. Oral Reports An oral update of activities will be presented for auxiliary programs Adjournment 3:30 PM In compliance with the Americans with Disabilities Act, if you need assistance to participate in this meeting, please contact the President s Office at (805) ext Please make requests 48 hours prior to the meeting in order to make reasonable arrangements to ensure accessibility to this meeting. Allan Hancock College Auxiliary Programs Corporation Board of Directors November 30, 2016 Meeting

4 3 Auxiliary Programs Corporation Board of Directors Quarterly Meeting Tuesday August 16, :00 PM Captain s Room, Building B-102 Minutes 1. Call to Order Dr. Kevin Walthers called the meeting to order at 2:07 p.m. with the following directors present: Michael Black, George Railey, Andrea Sanders, and Kevin Walthers. Student present: Mia Alvara Staff members present: Mark Booher, Kim Ensing, and Jennifer Schwartz Note taker: Melinda Martinez 2. Public Comment No public comment was made. 3. Action Items 3.a. 3.b. 3.c. Appointment of Directors On a motion by George Railey, seconded by Andrea Sanders, the Board voted to approve the appointment of Mia Alvara as the student representative to the Auxiliary Programs Corporation Board of Directors for the academic year. (Ayes: Black, Railey, Sanders, Walthers; Noes: None; N/A: Alvara; Absent: Lahr) Approval of Minutes On a motion by Andrea Sanders, seconded by George Railey, the Board voted to approve the minutes of the May 17, 2016 regular quarterly meeting and the June 15, 2016 special board meeting. (Ayes: Alvara, Black, Railey, Sanders, Walthers; Noes: None; Absent: Lahr) Acceptance of Cash Donations of $500 or Greater to PCPA On a motion by Andrea Sanders, seconded by Michael Black, the Board voted to approve donations of $500 or greater to PCPA for the period of May 1, 2016 through July 31, (Ayes: Alvara, Black, Railey, Sanders, Walthers; Noes: None; Absent: Lahr)

5 4 3.d. PCPA Public Relations/Advertising Report of Promotions and Sponsorships of $500 or Greater On a motion by Andrea Sanders, seconded by Michael Black, the Board voted to approve the quarterly PCPA public relations/advertising expenses/in-kind trade and cash sponsorships of $500 or greater for the period of May 1, 2016 through July 31, (Ayes: Alvara, Black, Railey, Sanders, Walthers; Noes: None; Absent: Lahr) 4. Information 4.a. Financial Report for Auxiliary Programs Michael Black provided a brief report of the ASBG and Athletics budgets. He noted ASBG will receive $50,000 annually from the bookstore s ongoing revenue, as approved by the Board of Trustees, and Athletics had a balanced budget. Mr. Black reported the student clubs had an increased balance and have become very active in their fundraisers. Mr. Black provided an overview of the closing of the bookstore and shared that approximately $1.4 million dollars from closing the bookstore receivables and payables will be transferred to the county treasury to begin earning interest in a restricted reserve account. There will be incoming revenues into the District from Follett. He commented that the closing of the bookstore was a good process and the end result benefits everyone including the students. Andrea Sanders inquired how the funds in the restricted reserve account are used. Dr. Walthers explained how the restricted reserve funding can be used to carry the District budget until enrollment gets back to where it needs to be. He noted Budget Council and College Council would be involved in the discussion, and the Board of Trustees would make the approval about allocation from the restricted reserve account. Jennifer Schwartz provided a brief PCPA year-end financial update and offered to respond to questions. She noted this report was not the final financial for PCPA and they had a small deficit of $700, but anticipated making a slight profit. She explained revenue goals, expenses and concessions costs and income. 4.b. PCPA Volunteer Recognition Dr. Walthers reviewed the list of PCPA volunteers. He inquired if the volunteers require fingerprinting. Since the volunteers do not work directly with students, they do not require fingerprinting. There are 110 volunteers to recognize that assist with PCPA shows and events. Allan Hancock College Auxiliary Programs Corporation Board of Directors August 16, 2016 Meeting Minutes

6 5 4.c. Oral Reports 5. Adjournment PCPA: Mark Booher shared that it has been a happy summer at the PCPA box office, with all shows out pacing their revenue goals. Mr. Booher reported they are working on community outreach to youth organizations and giving away blocks of tickets to performances. He said In the Heights will be performing for All Staff Day and Sense and Sensibility will be closing. Mr. Booher reviewed other plays that are in workshop, rehearsals and preparing for opening. He also said the young performer s auditions for Beauty and the Beast will be taking place this weekend. Mr. Booher mentioned there will be nine new staff replacements this fall, and noted the resignation of the PCPA Foundation executive director. Jennifer Schwartz added that they are reviewing the job description for the role of the executive director. Ms. Schwartz also added that Emalyn Kealm has transitioned from the PCPA Foundation to PCPA as the donor relations officer. Ms. Schwartz announced the PCPA event on October 22 celebrating Royce Lewellen who recently stepped down from the PCPA Foundation Board, called Standing Ovation. The PCPA season will be dedicated to him as well. Mr. Booher provided background on Royce Lewellen and his contributions to PCPA. Athletics: Kim Ensing announced the Joe White event will be next Saturday, August 27 and said she would like to have more commitment of attendance for this year. Ms. Ensing noted all the athletics contests also begin the same week as Joe White. Dr. Kevin Walthers adjourned the meeting at 2:30 p.m. Allan Hancock College Auxiliary Programs Corporation Board of Directors August 16, 2016 Meeting Minutes

7 6 AUXILIARY PROGRAMS CORPORATION BOARD AGENDA ITEM To: Board of Directors Date: From: Jennifer Schwartz November 30, 2016 Subject: Acceptance of Cash Donations of $ or Greater to PCPA Reason for Board Consideration: Item Number: Enclosures: ACTION 3.b. Page 1 of 2 Background Following is a list of donations of $ or greater contributed to PCPA for the period August 1, 2016 to October 31, Date Donations $ or Greater Amount 10/22/2016 Judy and Hardy Hearn 6,800 10/22/2016 Phoebe and Jack Patterson 5,400 10/22/2016 Alexander & Heloise Power 18,400 10/22/2016 Solvang Festival Theatre 2,500 10/22/2016 Robert & Susan Rees /22/2016 Dr. John Reese 1,400 10/22/2016 Jim & Jeanette Richardson /22/2016 Dee Ringstead /22/2016 Peter & Gabi Robbins /22/2016 Dr. Michael & Maryellen Simkins 1,150 10/22/2016 Timothy & Colleen Staffel 1,000 (Continued) Fiscal Impact None Recommendation It is recommended that the Auxiliary Programs Corporation Board of Directors approve PCPA s donations of $ or greater for the period August 1, 2016 to October 31, Administrator Initiating Item: Final Disposition: J. Schwartz

8 7 Date Donations $ or Greater Amount 10/22/2016 Linda Stafford Burrows 2,750 10/22/2016 Candace Waldron 1,300 10/22/2016 Edwin and Caroline Woods 7,800 10/28/2016 Brad Hinds /14/2016 Brooks and Kate Firestone 2,500 10/14/2016 Daniel and Priscilla Ng /14/2016 Lois and Klaus Brown /14/2016 Ron and Mary Nanning 500 8/30/2016 Richard Jacoby 2,500 Total $57,900

9 8 AUXILIARY PROGRAMS CORPORATION BOARD AGENDA ITEM To: Board of Directors Date: From: Jennifer Schwartz November 30, 2016 Subject: PCPA Public Relations/Advertising Report of Promotions and Sponsorships of $ or Greater Reason for Board Consideration: Item Number: Enclosures: ACTION 3.c. Page 1 of 2 Background Following is an update of promotions and sponsorships of $ or greater for the period August 1, 2016 to October 31, Promotions and Sponsorships of $500 or Greater Vendor Trade/ In-Kind Services New Times/Sun Season sponsor ad space for In the Heights, $3,665 Gidion s Knot/Trying and Beauty and the Beast KCOY season sponsor airtime for In the Heights $750 Cash Sponsor PCPA Trade The Tribune free ad space In the Heights, Gidion s Knot/Trying $2,813 & Beauty and the Beast Local Copies Winter/Spring program ad trade for services $825 $825 Spectrum (Charter/Comcast) airtime for tickets trade Summer season $500 KCBX Season sponsor airtime for In the Height & Gidion s Knot/Trying $1,950 Univision Season sponsor airtime for In the Heights $600 Santa Maria Times Banner Ads In the Heights; Ticket Back co-sponsor ads for Beauty and the Beast Santa Barbara Independent Summer season sponsor ads for In the Heights Fiscal Impact None (Continued) $2,325 $812 $500 Recommendation It is recommended that the Auxiliary Programs Corporation Board of Directors approve PCPA s promotions and sponsorships of $ or greater for the period August 1, 2016 to October 31, Administrator Initiating Item: Final Disposition: J. Schwartz

10 9 Promotions and Sponsorships of $500 or Greater Vendor Trade/ In-Kind Services KEYT airtime Sense & Sensibility & In the Heights $1,350 Cash Sponsor PCPA Trade Rabobank Season sponsor $5,300 Ad space & Tickets Radiology Associates - Winter/Spring sponsor $3,500 Ad space & tickets Mega 97.1 airtime trade for tickets In the Heights the Heights $1,010 $900 Chumash Casino/Root 246 Ticket envelope sponsorship $3,800 Knight broadcasting ticket-back sponsor airtime for In the $2,100 Heights and Beauty and the Beast KCLU ad trade for airtime In the Heights $1,699 $1,150 Total $20,399 $12,600 $3,375

11 10 OALLAN HANCOCK COLLEGE AUXILIARY PROGRAMS CORPORATION BOARD AGENDA ITEM To: Board of Directors Date: From: Michael Black November 30,2016 Subject: Financial Report for Auxiliary Programs Reason for Board Consideration: Item Number: Enclosures: INFORMATION 4.a. Page 1 of 4 Background Attached are copies of financial statements for the following funds: Associated Students Trust Fund Student Clubs Agency Fund PCPA The statements reflect year-to-date data. Administrator Initiating Item: Final Disposition: Michael R. Black

12 11 Allan Hancock College Fiduciary Funds Group Associated Student Body Trust Income Statement by Fund For Period Ending 09/30/2016 REVENUES Local Revenues Total REVENUES ASBG ASBG Athletics Athletics.l!wlW Atlw!l ~ Atlw!l 1, ,355 10,632 1, ,355 10,632 Total.l!l!.!W1 Total Atl!!..!!! 29,060 10,639 29,060 10,639 EXPENDITURES Supplies and Materials Other Operating Expenses Capital Outlay Total EXPENDITURES 31,800 4,017 89,771 19,488 7, ,381 27, ,100 4, ,153 46, ,571 23,505 55,681 27, ,253 50,937 Excess of Revenues over (Under) Expenditures (37,395) (4,010) (11 0,798) (36,288) (148,193) (40,298) OTHER FINANCING SOURCES(USES) Other Financing Sources Total OTHER FINANCING 50,000 3, ,487 53,523 50,000 3, ,487 53, ,487 56, ,487 56,776 OPERATING TRANSFERS OUT Other Outgo Total OPERATING TRANSFERS OUT 12,250 1, ,250 1, ,250 1,500 12,250 1,500 Excess of Revenues and Other Financing Sources Over/(Under) Expenditures and Other Uses 355 (2,257) (3,3 I I) I 7,235 (2,956) 14,978 FUND BALANCE: Fund balance, July I Current balance 63,577 63,577 3,757 3,757 63,932 61, ,993 67,334 67,335 64,377 82,314

13 12 Allan Hancock College Governmental Funds Group Student Clubs Agency Fund Income Statement by Fund For Period Ending 09/30/2016 ll.u.dw. &.twll REVENUES Local Revenues 43,517 7,842 Total REVENUES 43,517 7,842 EXPENDITURES Supplies and Materials 18, Other Operating Expenses 13, Total EXPENDITURES 31,000 1,077 Excess of Revenues over (Under) Expenditures 12,517 6,764 o~ Budl:!.l OTHER FINANCING SOURCES(USES) Other Financing Sources 3,750 1,500 Total OTHER FINANCING SOURCES(USES) 3,750 1,500 OPERATING TRANSFERS OUT Other Outgo 4,500 3,253 Total OPERATING TRANSFERS OUT 4,500 3,253 Excess of Revenues and Other Financing Sources Over/(Under) Expenditures and Other Uses 11,767 5, FUND BALANCE: Fund balance, July I 53,664 53,664 Current balance 65,431 58,674

14 13 ALLAN HANCOCK COLLEGE SPECIAL REVENUE FUND STATEMENT OF REVENUES AND EXPENSES FOR THE PERIOD ENDING 09/30/2016 Rounded to the Nearest Dollar PCPA PCPA BUDGET ACTUAL % BUDGET REVENUES: Earned income Ticket Revenue l. 680 ' % Handling % Concess10ns % Advertising % Touring % Other % Total Earned Income l. 902,221 l. 027 ' % Contributed Income Individual sources % Fundraisers % Corporations % Foundations % Total contributed income ' % Allan Hancock College ' % Total revenues % EXPENSES: Production 2' % Conservatory % Scholarships % Administration , % Development , % Marketing % Box office 296, % Concessions % Outreach/YPP 11 ' % Total expenses I. 495' % EXCESS OF REVENUES OVER EXPENSES Outside events Cnet) FUND BALANCE Balance. July Current balance ==